New and Improved On Line Membership System

[TrueBlueTerrier]

Letter to Branches




No. 002/12
Ref FOS/CWU Subscriptions
Date: 3rd January 2012



To: The Branch Secretary

Dear Colleague

New and Improved On Line Membership System (OLS2)

It is with pleasure that I can finally announce we have today gone live with a new version of the On Line membership interface which allows members to view and update their details on line. As before, it also allows Branch Secretaries, and any other Branch Designated OLS user to view all Branch members and make amendments to their records, as well as a host of improved functions.

The first thing to be said is that THE SYSTEM NOW WORKS FOR ALL BRANCHES, no matter how many members you have in your Branch. It is also very much faster. In tests we have loaded the data for the largest Branch with over 6000 members in a few seconds, as opposed to 10 – 15 minutes for smaller Branches under the previous system.

The system now allows Branches to carry out searches without having to download the entire Branch records. Searches can be by name, membership number, employer, workplace, or OUC to name a few.

It is now possible to amend not only the members’ home address, but also their nominees’.

Another new feature is the ability to search for a particular group of members, then email the selected grouping direct from the system. The member gets an email which appears to them to have been individually sent, as opposed to being blind copied, or being part of a group email where they can see who else received it.

There is a full activity log available to view what changes Branches and members have made on line to a record, specifying who made the change and when. The previous information is also retained within the activity for continuity purposes.

There are a large number of members (thousands) whose records indicate that their home address is now invalid. Could Branches please immediately download their membership (this also is much quicker than previously) and filter out those where the home address 1 field shows “please provide your current address”. If Branches could start working on updating these records it would greatly assist.

We are shortly to take delivery of an additional piece of software which will enable us to bulk upload information provided by Branches, so, for instance we could add all members email addresses in bulk for you. I will update you as soon as this is delivered.

This new version of the OLS software came about following feedback from Branches as to the failures of the previous OLS system. Having scoped the requirements for the new system, we have progressively involved a group of Branches in evaluating the pilot version of OLS2 and have modified it following their constructive feedback. I am extremely grateful to the following Branches who have assisted in this process:

02001 BIRMINGHAM DIST AMAL BRANCH
21819 CENTRAL COUNTIES & THAMES VALLEY BRANCH
02008 NOTTINGHAM DIST AMAL BRANCH
23830 WEST YORKSHIRE BRANCH
03002 SOUTH YORKSHIRE & DISTRICT AMAL BRANCH
26829 SCOTLAND NO 1 BRANCH
05006 GREATER MANCHESTER BRANCH
27049 SOUTH EAST CENTRAL BRANCH
07005 SOUTH EAST NO 5 BRANCH
30252 GREATER LONDON COMBINED BRANCH
10020 HARROW & DISTRICT BRANCH
30810 CAPITAL BRANCH

To access the new version of the On Line Membership System, Branch Officials should go to the home page of the CWU website and click on the existing link at the top of the page: “View your membership details HERE”. This opens a new page which allows access using your existing login details (membership number and password).
A revised and comprehensively rewritten guide to the new system is attached to this LTB. For reasons of cost, it is not being printed so Branches may want to print out their own copy locally.

As previously explained, the system has been extensively tested, not only at HQ, but also by the Branches mentioned and the comments we have had back have indicated that the revised system is much improved. We have also set up a users forum on “Linkedin” where users can share experiences of the new system, give tips on how to solve issues etc. If you or your designated users would like to join the closed user group to both learn from others and give your feedback, please email Matt Edwards medwards@cwu.org who will send you the link to join the forum. To stress, this is a closed user group open only to Designated OLS2 users.

It is hoped that all Branch Secretaries will avail themselves of this new system, and that in all Branches there will be additional Designated OLS2 users. The intention is that we improve the CWU membership database accuracy and that can only happen if Branches actively utilise the system. Should you have forgotten your user password, please follow the forgotten password link on the log in screen. If Branch Secretary’s wish to add additional designated OLS2 users, they should contact Matt Edwards via email, giving him the name and membership number of the new user

Any queries re the content of this LTB, or as to the operation of the system should be directed to Matt Edwards as above.

Finally, under no circumstances should Branch Secretaries or Designated OLS2 users share their log in details with others. Each user should log in as themselves. The system records this information in the event of future queries. Log in details should not be displayed in Branch Offices.

Yours sincerely

John East
National Organising Secretary